It is often difficult and confusing to conduct an effective board meeting, especially when many different perspectives are being considered. A board has to reach consensus on a variety of issues and this can be a challenge when some members take an active role while others are less engaged. It can be a challenge to keep discussions on track and on time, particularly if the board goes over the allotted time.
A well-written https://www.myboardroom.info agenda and well-organized distribution system for board documents is essential to a successful meeting of the board. Management should create the “board packet” and distribute it to all board members 3 to 4 days prior to the meeting. This will ensure that every member has the necessary information to be able to take part. Directors can then ask questions and discuss the background information with their peers prior to the board meeting.
A clear method for making decisions is also essential to a successful meeting of the board. It is essential to define whether the board will take decisions through consensus or by vote, and to establish the timeframe. This facilitates an open discussion and ensures that all perspectives are taken into consideration.
It is also essential that the chair of the board actively facilitates discussions and encourages everyone to take part. It could be detrimental to the board if a small group of individuals dominates the discussion. This could result in an absence of participation from other members and ineffective decisions. To prevent this from happening, at the beginning of meetings, the chair should set rules that encourage concise remarks as well as equal airtime to each board members.